Privacy Policy

ClubHive is an event booking and community platform for sports and community clubs. It is run by Alexander Dean, a sole trader based in the United Kingdom. When this policy says “ClubHive”, “we”, “us” or “our”, it means him and the ClubHive service.

For anything about this policy or your data, email hello@clubhive.app.

• Organisers — for your account and the clubs you run on ClubHive, we are the data controller.
• Members booking with a club — the club decides how your booking details are used for its events, so the club is the controller and we process those details on its behalf. We also use them to run the service itself, for example to send your booking emails and stop abuse, and for that we are a controller too.

Questions about how a particular club uses your details are best sent to that club. You can always come to us instead and we'll help.

Organisers

• Account details — name, email address, a securely hashed password, and when you accepted these terms.
• Club details — club name, description, public URL, branding, logo, contact details you choose to publish, and optionally a custom domain.
• Content you create — events, blog posts, FAQs and gallery images.
• Signup origin — the approximate country and city you signed up from (worked out by our hosting provider from your connection; we don't store the IP address itself) and the web page that referred you.

Members (people who book events)

• Booking details — name, email address and, if you give it, a phone number.
• Bookings — which events you've booked, joined the waitlist for, or cancelled.
• Event updates — whether you've agreed to hear about future events from that club. This is always off unless you tick the box.
• Member account — if you choose to create one, the same account details as organisers.

Everyone

• Login sessions — when you're signed in, we keep the IP address and browser of each session so we can spot account misuse.
• Usage statistics — anonymous page-view and performance statistics from Vercel Web Analytics and Speed Insights. These don't use cookies and don't identify you.
• Bot protection — on signup, booking and search forms, Vercel BotID runs a check in your browser to tell people from automated bots.
• Server logs — our hosting provider keeps short-lived request logs, including IP addresses, for security and fixing errors.

• To provide the service (because it's needed for our contract with you) — running accounts and club pages, taking bookings, managing waitlists, and sending booking, cancellation, reminder and account emails.
• To keep ClubHive safe and working (our legitimate interests) — bot protection, session security, error logs, and understanding in aggregate how the service is used and where organisers hear about us.
• To send you a club's event updates (your consent) — only if you opted in, only from that club, and you can withdraw at any time.
• To meet legal obligations — for example keeping records we're required to keep, or responding to lawful requests.

We do not sell your data, use it for advertising, or build profiles of individuals.

Organisers can see the name, email and phone number of people who book their events, and whether each has opted in to event updates. They can't see bookings for other clubs.

We also use these providers to run ClubHive. Each only gets what it needs for its job:

• Vercel (USA) — hosting, custom domains, anonymous analytics and bot protection.
• Neon — our database, hosted in London, UK.
• Resend (USA) — sends our emails.
• Cloudflare — stores gallery images and logos.
• Photon by Komoot (Germany) and postcodes.io (UK) — look up places when you type a location. They receive only the text you type.

Where data goes outside the UK, for example to Vercel and Resend in the USA, it's protected by recognised safeguards such as the UK International Data Transfer Addendum or the UK–US data bridge.

“Get directions” links open Google Maps. Nothing is sent to Google unless you click one.

• Accounts — until you delete your account. Accounts that never verify their email are deleted after about a week.
• Unconfirmed bookings — deleted after 48 hours if the confirmation link isn't clicked.
• Members' booking details — kept while the club is on ClubHive, so organisers have an accurate history. They're deleted when the club is deleted, or when you delete them yourself (see below).
• Login sessions — until they expire or you sign out.

Under UK GDPR (and EU GDPR where it applies) you can ask to see your data, correct it, delete it, take a copy of it, restrict or object to how it's used, and withdraw consent at any time.

• Booked as a guest? Use your data to see everything we hold for your email, download a copy, or delete it.
• Have an account? Change your details, event-update preferences or delete your account from your account settings.
• Anything else? Email hello@clubhive.app. We'll reply within one month.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put it right first.

We use one cookie, to keep you signed in. It's strictly necessary, so it doesn't need consent. Your light or dark theme choice is saved in your browser's local storage. We don't use tracking or advertising cookies, and our analytics are cookieless.

Organisers must be 18 or over. ClubHive isn't aimed at children under 13. Bookings for younger children should be made by a parent or guardian.

We may update this policy from time to time. The date at the top always shows the latest version, and we'll email organisers about significant changes.